[HRMS] Timekeeping Guidance for Hurricane Debby

Tue Aug 6 10:00:23 EDT 2024

[A close-up of a logo  Description automatically generated]

An important message from FSU Office of Human Resources

This message has been approved by Christine Conley, Director of Benefits & Leave, for distribution to all Department Representatives.

Department Representatives and Supervisors: Please read the following message in its entirety.

Due to Hurricane Debby, the Tallahassee campus, Florida State University Schools (FSUS), the Marine Lab, and the Ringling were closed on August 5, 2024. Below is guidance on handling timekeeping and managing hours worked due to this closure.

When and why does FSU provide Administrative Leave for the closure?
Administrative Leave (Admin Leave) for university closures compensates employees who are prevented from working due to the closure to make them whole to their daily scheduled hours. Salaried employees (USPS, A&P, Executive Service, and Faculty) working in a campus location closed on August 5, 2024, may receive Administrative Leave equivalent to their established scheduled hours. Departments and employees must enter Administrative Leave Taken - ADMHT on their timesheets with the override code CLOSE.

How much Administrative Leave should be entered on my timesheet for August 5, 2024?
Employees with an established work schedule on the main Tallahassee campus, Florida State University Schools (FSUS), the Marine Lab, and the Ringling are generally provided 8 hours of Administrative Leave for the closure (see example below). Employees with an altered work schedule will be provided Administrative Leave based on their established work schedule. Generally, employees in a location not listed will not be provided Administrative Leave. However, please reach out to Human Resources if you have questions regarding administrative leave eligibility.

Elapsed Timesheet
[cid:image003.png at 01DAE7E5.A75DCB80]
Punch Timesheet
[cid:image004.png at 01DAE7E5.A75DCB80]

Employees designated as Essential Personnel.
Employees designated by their Dean, Director, Department Head, or designee as Essential Critical Personnel or Medium Priority Personnel should report the correct hours worked during the closure. The compensation of Essential Personnel is contingent upon an employee's FLSA classification, pay band, and essential personnel designation level as outlined in the Essential Personnel Classification & Compensation<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fpolicies.vpfa.fsu.edu%2Fpolicies-and-procedures%2Ffaculty-staff%2Fattendance-and-leave%23E13&data=05%7C02%7Chrms%40lists.fsu.edu%7Cff4dcbaa7dba49b420cc08dcb6201da7%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638585496266490514%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=pQOVCalUCiKi%2BGJwlZuTZ%2FQNAIfHlsr8%2BD2pgLP7GpI%3D&reserved=0> policy.

Nonexempt Essential Critical Personnel
Nonexempt employees designated as Essential Critical Personnel should report hours worked with the time reporting code Campus Closure Hours Worked - CCRHP and Administrative Leave Taken (ADMHT) on their timesheets with the override code CLOSE.

Below is an example of a USPS nonexempt Essential Critical employee who worked 5 hours on 8/5/24:

[cid:image005.png at 01DAE7E5.A75DCB80]

Exempt Essential On-site Critical Personnel and Medium Priority Personnel
Exempt employees in pay bands 1 - 10 designated as Essential Critical Personnel or Medium Priority Personnel should report Straight-time Comp Earned - REGCE for hours worked and Administrative Leave Taken (ADMHT) on their timesheets with the override code CLOSE.

Below is an example of an A&P exempt Essential Critical employee who worked 4 hours on 8/5/24:

[cid:image006.png at 01DAE7E5.A75DCB80]

Nonexempt employees working more than 32 hours during the week of 8/2 - 8/8.
Nonexempt employees designated as Medium Priority Personnel or approved to work more than the required number of hours (typically 32) in the workweek can report Straight-time Comp Earned - REGCE and Administrative Leave Taken (ADMHT). Nonexempt employees not designated as Medium Priority or not approved to work more than the required hours should have their Administrative Leave reduced.

Below is an example of a USPS nonexempt Medium Priority employee approved to work 4 hours during the closure:

[cid:image007.png at 01DAE7E5.A75DCB80]

Below is an example of a USPS nonexempt employee who was approved to work an additional hour on Tuesday but did not work during the closure:
The punches or justification for the additional hour worked may be logged in the comments.

[cid:image008.png at 01DAE7E5.A75DCB80]

What do I do with OPS Employees?
Per University Policy, OPS employees are not eligible to receive Administrative Leave.

  *   OPS Nonexempt Employees (paid for time worked) do not receive Administrative Leave. Only hours worked on August 5 should be reported on the timesheet.
  *   OPS Exempt Employees (Grad Assistants/Adjuncts/OPS Faculty) do not report time on their timesheets. If the employee is funded on August 5, their compensation for the week will not be impacted.

Other Time Reporting Examples

Workers' Compensation
Since most employees receive Workers' Compensation for approximately two-thirds of their wages, their Administrative Leave will be proportional and generally will be 2.75. See example below:
Fri
8/2
Sat
8/3
Sun
8/4
Mon
8/5
Tue
8/6
Wed
8/7
Thu
8/8

5.25

5.25
5.25
5.25
5.25
Workers Comp - WKCHT
2.75

2.75
2.75
2.75
Sick Leave Taken - SKCHT

2.75
Administrative Leave - CLOSE

Family and Medical Leave
If an employee is on continuous Parental Leave with FMLA, they must report PARLV and FMLAT for the Administrative Closure. The corresponding leave code can be sick leave, vacation leave, straight-time compensatory leave used, overtime compensatory leave used, or leave without pay:
Fri
8/2
Sat
8/3
Sun
8/4
Mon
8/5
Tue
8/6
Wed
8/7
Thu
8/8

8

8
8
8
8
Family Medical Leave Taken - FMLAT

8

Administrative Leave - CLOSE
8

8
8
8
Sick Leave Taken - SKCHT

Overtime
If a nonexempt employee works more than 40 hours during the workweek, they may be eligible for Overtime Payment or OT Comp Earned.

Below is an example of a nonexempt employee who physically worked a total of 43 hours for the workweek. Specifically, they worked 10 hours on Friday and 11 hours Tuesday - Thursday. Time Administration will convert the 3 hours to Overtime Pay. Regular hours worked over the required workweek hours (typically 32) will need to be reported as Straight-time Comp Earned - REGCE.

Fri
8/2
Sat
8/3
Sun
8/4
Mon
8/5
Tue
8/6
Wed
8/7
Thu
8/8

8

8
8
11
Regular Hours Worked - REGHP

8

Administrative Leave - CLOSE
2

3
3
Straight Time Comp Earned - REGCE

Questions? Please contact an HR Attendance & Leave representative<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fhr.fsu.edu%2F%3Fpage%3Dabout_hr%2Fcontact%2Fcontact%26group%3Dsection&data=05%7C02%7Chrms%40lists.fsu.edu%7Cff4dcbaa7dba49b420cc08dcb6201da7%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638585496266490514%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=VJ2zNvztdGsztndq5OtKKLAWXIS3Ap1dWVg36MHJ0mw%3D&reserved=0>.

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.fsu.edu/pipermail/hrms/attachments/20240806/5d8232f2/attachment.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image002.jpg
Type: image/jpeg
Size: 13715 bytes
Desc: image002.jpg
URL: <http://lists.fsu.edu/pipermail/hrms/attachments/20240806/5d8232f2/attachment.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image003.png
Type: image/png
Size: 43200 bytes
Desc: image003.png
URL: <http://lists.fsu.edu/pipermail/hrms/attachments/20240806/5d8232f2/attachment.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image004.png
Type: image/png
Size: 45666 bytes
Desc: image004.png
URL: <http://lists.fsu.edu/pipermail/hrms/attachments/20240806/5d8232f2/attachment-0001.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image005.png
Type: image/png
Size: 23364 bytes
Desc: image005.png
URL: <http://lists.fsu.edu/pipermail/hrms/attachments/20240806/5d8232f2/attachment-0002.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image006.png
Type: image/png
Size: 51538 bytes
Desc: image006.png
URL: <http://lists.fsu.edu/pipermail/hrms/attachments/20240806/5d8232f2/attachment-0003.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image007.png
Type: image/png
Size: 21810 bytes
Desc: image007.png
URL: <http://lists.fsu.edu/pipermail/hrms/attachments/20240806/5d8232f2/attachment-0004.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image008.png
Type: image/png
Size: 35985 bytes
Desc: image008.png
URL: <http://lists.fsu.edu/pipermail/hrms/attachments/20240806/5d8232f2/attachment-0005.png>